Business English - Arranging Business Travel: Bookings and Itineraries

Activity 1: Let's Get Started! (Warm-up)

What are some of the key pieces of information you need before you can start arranging business travel for someone?
What are the potential challenges or complications when booking flights, accommodation, or ground transportation for business trips?
Why is a detailed itinerary important for a business traveler? What should it typically include?

Activity 2: New Words & Phrases (Vocabulary)

Let's explore some essential terms and phrases for arranging business travel, making bookings, and creating itineraries.

1. Itinerary (noun): A planned route or journey; a detailed plan for a journey, especially a list of places to visit; a travel plan.

Example: Please review the attached itinerary for your trip to the London conference next week.

2. Accommodation (noun): A room, group of rooms, or building in which someone may live or stay, especially when on holiday or traveling.

Example: We need to book suitable accommodation near the client's office for three nights.

3. Confirmation (noun): The action of verifying something; a statement or proof that something is true or definite.

Example: You should receive an email confirmation shortly after booking your flight.

4. Layover (noun): A period of rest or waiting before a further stage in a journey; a stopover.

Example: The flight to Sydney has a two-hour layover in Singapore.

5. Preferred (adjective): Liked or wanted more than anything else.

Example: Do you have any preferred airlines or hotel chains for your business travel?

Activity 3: Reading - Planning Mr. Harrison's Trip

Read the following scenario about an administrative assistant arranging a business trip for her manager.

Anna, an administrative assistant, was tasked with arranging a business trip for her manager, Mr. Harrison, who needed to attend a conference in Berlin. First, Anna confirmed Mr. Harrison's travel dates and any preferred airlines or hotel loyalty programs he used. He mentioned he preferred early morning flights and a hotel near the conference venue.

Anna then researched flight options, looking for direct flights where possible to minimize travel time. She found a suitable flight with a reputable airline and proceeded to book it, ensuring she received an email confirmation. Next, she searched for accommodation, focusing on hotels with good reviews and proximity to the conference center. She booked a room at a well-regarded business hotel and also received a booking confirmation. Anna then compiled a detailed itinerary for Mr. Harrison. This included flight details (departure/arrival times, flight numbers, terminals), hotel information (address, check-in/out times, confirmation number), conference registration details, and a schedule of his planned meetings. She also included information on ground transportation from the airport to the hotel. She double-checked all details for accuracy before sending the complete itinerary and all confirmations to Mr. Harrison for his review, ensuring he had all necessary information for a smooth trip.

Comprehension Questions:

After reading the passage, answer the following questions:

What initial information did Anna gather from Mr. Harrison before starting the travel arrangements?
What factors did Anna consider when booking the flight and accommodation?
What key details did Anna include in the travel itinerary she prepared for Mr. Harrison?
Why was it important for Anna to double-check all details and send confirmations to Mr. Harrison?

Activity 4: Role Play - Booking a Flight and Hotel

Read the following dialogue with a partner. One person can be Sarah (Travel Agent/Assistant), and the other can be Ben (Business Traveler).

Sarah: Hi Ben, I'm working on your travel arrangements for the Chicago meeting. You mentioned you need to be there from the 10th to the 12th of next month, correct?

Ben: That's right, Sarah. Ideally, I'd like to fly out early on the 10th and return on the evening of the 12th.

Sarah: Okay. Do you have any preferred airlines or a frequent flyer program you'd like me to use?

Ben: I usually fly with United if possible, as I have status with them. For accommodation, something central and business-friendly would be great.

Sarah: Noted. I've found a United flight arriving in Chicago at 9:30 AM on the 10th, and a return flight departing at 7:00 PM on the 12th. There's a short layover in Denver on the way back. Does that sound suitable?

Ben: The timings are good. How long is the layover in Denver?

Sarah: It's one hour and thirty minutes, which should be comfortable. For the hotel, I've found The Palmer House Hilton, which is centrally located and has excellent business facilities. Shall I proceed with these bookings?

Ben: Yes, The Palmer House sounds good. Please go ahead. Could you send me the confirmation details and the full itinerary once everything is booked?

Sarah: Absolutely. I'll book everything now and forward you all the confirmations and a detailed itinerary by the end of the day.

Ben: Perfect. Thanks so much for your help, Sarah. That makes things much easier.

Discuss Together:

After reading or performing the dialogue, discuss the following with a partner:

What key information did Sarah confirm with Ben before making any bookings?
How did Sarah present the travel options to Ben? What details did she include?

Activity 5: Let's Practice - Finalizing an Itinerary

Objective: Practice discussing and confirming travel arrangements using key vocabulary.

Scenario: Maria is confirming the final travel details with her colleague, Kenji, who is going on an international business trip. Fill in their parts of the dialogue using vocabulary from Activity 2.

Maria: "Hi Kenji, I've finalized your travel for the Singapore trip. I've emailed you all the numbers for your flights and ."

Kenji: "Great, thanks Maria! I'll check my email. Did you manage to book my hotel near the Marina Bay Sands?"

Maria: "Yes, I did. You're confirmed at The Fullerton. Your flight has a brief in Hong Kong, just for an hour. Is that okay?"

Kenji: "An hour is fine. As long as it's not too tight. Thanks for checking everything so thoroughly."

Maria: "You're welcome! The itinerary includes all addresses, contact numbers, and meeting schedules as well. Let me know if you have any questions."

Try to fill in the blanks with the correct words or phrases from Activity 2.